TITLE
Recommendation to authorize City Manager to execute agreements for as-needed transportation engineering, transportation planning, and related technical and professional services for Public Works projects with Iteris, Albert Grover and Associates, HDR, Inc., RBF Consulting, KOA Corporation, Transportation and Energy Solutions, Inc., Linscott, Law and Greenspan Engineers, and Minagar and Associates, Inc., in an aggregate amount not to exceed $6,000,000 over a three-year term; and to execute subsequent amendments to the agreements to authorize additional services, if required, within the provisions of the agreements, and adjust contract dollar amounts with individual firms all without exceeding the three-year aggregate amount. (Citywide)
DISCUSSION
The City of Long Beach has historically used outside professional firms on an as-needed basis to provide design plans, specifications, special studies and reports, and other traffic and transportation related professional services when the Department of Public Works does not have sufficient specialized expertise to perform this work with existing staff. As existing as-needed contracts related to these specialized professional services have expired or will expire shortly, a Request for Qualifications (RFQ) process was conducted in accordance with Administrative Regulation 8-4, "Selecting Professional Services," to secure these professional services.
The RFQ was advertised on May 19, 2011 for these traffic engineering and transportation planning services on PlanetBids.com. A total of 622 firms (58 local) were provided notice of the RFQ, and 19 firms submitted proposals for consideration. A Review Committee, comprised of City staff, evaluated the proposals and determined that the following eight firms were best qualified to provide the necessary specialized professional services:
· Iteris - (Long Beach Office)
· Albert Grover & Associates
· HDR Engineering Inc. & Alta Planning & Design - (Long Beach Office)
· RBF Consulting
· KOA Corporation & Alta Planning & Design
· Transportation & Energy Solutions, Inc. - (DBE/SBE/MBE)
· Linscott, Law & Greenspan Engineers
· Minagar & Associates, Inc.- (SBE)
The selected firms have included, and have committed to using, small, local or disadvantaged firms as subconsultants on their teams as appropriate, based on the work assigned to them by the City under these contracts.
It is recommended that as-needed service contracts be awarded to these firms for an aggregate amount of $6 million over a three-year period. This figure represents the estimated need based on past historic usage, and the project grants that the City has received that will require these services over the next three years. Grants include funding from the MTA Call for Projects, federal highway grants, and congestion management air quality grants for traffic control projects, pedestrian safety projects, and bike route projects. The requested action by the City Council is not a guarantee of work for these firms in this amount, only an allowable contract authority should the work be needed. The recommended term of each contract is three years. As individual projects are identified, work orders for each project will be issued to the various firms. Each work order will be funded from the source identified for each particular project.
This matter was reviewed by Deputy City Attorney Linda Trang on August 29, 2011, and by Budget Management Officer Victoria Bell on August 30, 2011.
TIMING CONSIDERATIONS
City Council action on this matter is requested on October 4, 2011 to ensure that budgeted Capital Improvement Projects are not delayed and associated grant funds are expended in a timely manner.
FISCAL IMPACT
The $6 million being requested in contract authority is for a three-year period. There is no impact to the General Fund and no appropriation increase requested at this time. Any work not currently budgeted will only proceed at such time that appropriations have been approved by the City Council. The number of jobs created by this action is not available at this time and will depend on the funds budgeted and the work assigned to each firm over the course of the contract.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
MICHAEL P. CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER